Summer Reading Steering Committee Minutes - November 13, 2019

Introductions-Kristin

• Summer Reading Steering Committee and Subcommittee members introduced themselves, noting how many years of experience they have working with Metro’s Summer Reading program.
  
  • In total, this year’s committee members have 165 years of combined Summer Reading experience.
• This year's theme is Imagine Your Story; more information to be shared out soon. We are using the theme set by the Collaborative Summer Library Program. 
• Review of Ground Rules
  
  • Everyone participates
  • Be present and focused
  • Start and finish on time
  • Speak up and ask questions
  • Raise issues in the meeting
  • Be respectful of others’ opinions and time
• Review of Core Values for Committee and Subcommittee members
  
  • Library customers first
  • Integrity and trust in us and by us
  • Individual growth & organizational development
  • Respect for customers and each other
  • All group members contribute the same amount and quality of work
  • Develop a collective understanding of goals that need to be achieved
  • Be open to compromise
  • Effective communication
  • Time management
  • Understand impact
  • Commit

Overview of Summer Reading & Structure of Summer Reading Committee- Kellie

Overview & Structure Document Link

• Everyone has a hand in making Summer Reading successful.
• Summer Reading is a time that we all work together as an organization to accomplish system-wide goals.
• For Summer Reading 2019 we had over 30,000 participants; this year’s Summer Reading Steering Committee and Subcommittees will work together to make sure that we surpass this number in 2020 and meet our established outcomes.
• Summer Reading Committee Structure for 2020 (see attached SR 2020 Committee Overview & Structure document for additional details)
  
  • Summer Reading Steering Committee
  • Subcommittees
    • Community & School Engagement
    • In-Library Engagement
    • Logistics
    • Staff & Volunteer Engagement
    • Summer Reading Engagement (Software & Programming)

Next Steps

• Timeline-Emily
  
  • Each Subcommittee’s time commitment is from November 2019-September 2020.
    • Some groups will be busier during certain times of the year.
    • Groups will meet as needed throughout the upcoming year.
    • Subcommittee members should make sure and communicate with their team’s lead if they plan to be out of pocket.
  • Subcommittee leads will be responsible for sharing their team’s progress at monthly Summer Reading Steering Committee meetings and sharing back information learned at Summer Reading Steering Committee meetings with their respective teams.
• Teamwork-Vicki
  
  • Metro utilizes Teamwork.com software to help keep track of Summer Reading documents and timelines.
  • All Summer Reading Steering Committee and Subcommittee members should log into Teamwork.com and reach out to Vicki with any questions about navigating the software.
    • Vicki can add team members to a test site so that they can play around with the software’s various features.
• Steering Committee & Subcommittee Communications-Jessica  
  
  • Steering & Subcommittee leads should submit meeting minutes to Jessica on the 9^th of each month so that she can collate them and send to Victoria to post on the Intranet for all staff to review; staff noted that they appreciated having access to the meeting minutes from last year’s Summer Reading Steering Committee and Subcommittees.

Small Group Breakout: Subcommittees

• The following subcommittees met to discuss next steps and plan their upcoming meetings.
  
  • Community & School Engagement
  • In-Library Engagement
  • Logistics
  • Staff & Volunteer Engagement

Next Meetings

• Subcommittee Meetings to be held November 18-December 6.
• Summer Reading Steering Committee to meet on December 11.